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Introduction

Vendors frequently ask how they can get on Princeton's preferred vendor or bid list. This section entitled,
"How to Do Business with Princeton" was prepared in order to meet this need and provide up-to-date and consistent information regarding the various contracting and individual order opportunities that are available.

• General Information
• Business Opportunities
• Competitive Bidding
• Vendor Fair
• Small, Local & Disadvantaged Business Development
• Environmental Purchasing
• Gifts and Gratuities
• Special Services
• Terms and Conditions (Note: Vendor acceptance is required for all Princeton Purchase Orders)
• Information for Vendors
• Driving Directions
• Keys to Success
• Contact Information

General Information

Chartered in 1746, and known as the College of New Jersey until 1896, Princeton University was Britain's North America's fourth college. Fully coeducational since 1969, Princeton enrolls approximately 6,500 students - 4,500 undergraduates and 2,000 graduate students. The University, with more than 12,000 employees, is Mercer County's largest private employer and plays a major role in the educational, cultural and economic life of the region.

Princeton University operates in a central acquisition environment, where the Purchasing Department has been granted the full authority to manage acquisitions and enter into contracts on behalf of the University for the wide variety of goods and services that are essential for the daily operation of the University.

The Purchasing Department is responsible for maintaining vendor relations and ensuring that the University obtains the optimal sources of supply, best pricing, as well as the most acceptable terms and conditions. Purchasing strives to accomplish these goals as economically as possible, within acceptable standards of quality and service, while utilizing professional ethics and best business practices throughout the entire procurement process.

Business Opportunities

New vendors can become contract suppliers after they have developed a sound business relationship through the established individual order process, and if the need warrants. This process allows the Purchasing Department to both monitor performance and acclimate the vendor with the University. Vendors are prohibited from making sales calls and unsolicited visits to departments.

Any qualified business can register to become a potential vendor for Princeton University. The Purchasing Department has numerous contracting and individual order opportunities available across a wide variety of product and service commodity codes. Princeton University has chosen to sponsor access to our bid opportunities by making them free to vendors for bidding, as long as they complete the registration process on the BidSync site.

Once registered, Vendors will have access to view all the contracting and individual order bid opportunities at Princeton, as well as any other bids from other participating institutions. The BidSync site is updated daily to include all new bid opportunities available through the Purchasing Department. The current list of Princeton University bids are:

Competitive Bidding

Bids are managed via the Web to ensure the broadest possible participation from a diverse pool of vendors. Throughout the entire competitive bidding process, business is conducted in a fair, ethical and professional manner to ensure that all vendors have an equal opportunity to bid. All pricing and other proprietary data furnished by the vendor during this process shall remain confidential. All unsuccessful vendors are promptly and courteously informed of the outcome with an explanation that does not betray the successful vendor's confidence.

Vendor Fair

Each fall, the Purchasing Department hosts its annual Vendor Fair showcasing over 100 vendor displays to more than 500 campus users. Housed in Dillon Gym, the Vendor Fair is aimed at providing contract vendors with the opportunity to show their products, make new contacts, and achieve new business with the University. Special sections are organized for vendors offering environmentally friendly products, as well as for small, woman/minority-owned, and disadvantaged vendors.

Small, Local & Disadvantaged Business Development

The Purchasing Department actively works to support the University's commitment to provide equal opportunities through contracting and individual order opportunities for small, local and disadvantaged businesses. Purchasing makes every effort to ensure that the University includes the maximum practical number of small businesses in the competitive bidding process in compliance with Executive Order 11246 and Public Law 95-507 reporting requirements. The Purchasing Department seeks to maximize the opportunity for small, local and disadvantaged business participation through the development mutually beneficial business relationships, while also educating the University community about Princeton's goals in this area.

Environmental Purchasing

Princeton University is committed to providing a safe and healthful environment for its employees, students and visitors and managing the University in an environmentally sensitive and responsible manner. The Purchasing Department works with the Environmental Health and Safety Department and the University’s Environmental Oversight Committee to encourage the use of products that minimize adverse environmental and health effects and take into consideration both the costs associated with the full product life cycles.

Gifts and Gratuities

In order to avoid a conflict of interest, or the appearance of a conflict of interest, at no time should a University employee solicit and/or accept gifts from a current or potential vendor or contractor.

Ordinary business courtesies, such as payment for a modest lunch are acceptable when approved by the Director of Purchasing in advance. Gifts, such as promotional items with little significant value (less than $25.00), and which are distributed routinely by the vendor to clients (calendars, pens, etc.), are also acceptable. Gratuities or gifts of money to an employee cannot be accepted at any time.

View a letter from the Director of Purchasing regarding Gifts and Gratuities.

Specific Services

All vendors performing on-site services may not enter University property unless they are insured in compliance with the University’s established insurance requirements. For vendors performing work in the following areas, we have provided the contact information for the responsible campus departments:

• Construction, Architect & Engineering Design Services - Facilities Contract Administration Office
• Employee Benefits - Human Resources
• Food Services - Dining Services
• Insurance - Risk Management
• Legal Services - General Counsel
• Library Books - University Library
• Subcontracts on Sponsored Research - ORPA

Terms and Conditions

The following terms and conditions apply to any purchase order, contract or grant based on the total dollar value of the transaction. Every transaction requires the Princeton University General Terms and Conditions (#1 below). Depending upon the total dollar value of the transaction, each of the subsequent government terms and conditions will apply (#2-6 below), inclusively up to the appropriate dollar level. If the purchase order is funded from NJEFA funds, then the Prevailing Wage Act applies (#7).

1. Princeton University General Terms and Conditions
2. Government Terms and Conditions for Contracts or Grants from $1,000 to $5,000
3. Government Contracts and Grants in Excess of $5,000 or More
4. Government Contracts and Grants in Excess of $10,000 or More
5. Government Contracts and Grants in Excess of $100,000 or More
6. Government Contracts and Grants in Excess of $500,000 or More
7. Prevailing Wage Act Requirements for NJEFA Funded Projects

Information for Vendors

• How to Do Business with Princeton - A Guide for Vendors
  This brochure outlines the process by which qualified businesses can register to become a potential vendor for Princeton University. Once registered, Vendors will have access via RFP Depot to view all the contracting and individual order bid opportunities the Purchasing Department has across a wide variety of product and service commodity codes.
• Driving Directions
• Campus Map
• Gifts and Gratuities
• Parking
• Visitor Resources

Driving Directions

• Take Alexander Rd. toward Rt. 1. Turn right onto Canal Pointe Blvd.
• Turn left at the 701 Carnegie, Princeton University sign.

For driving directions:

http://www.princeton.edu/701carnegie/directions.html

5 P’s for Success at Princeton

• Product – Supply the necessary products and services.
• Price – Quote your best price the first time – bids are considered best and final offers.
• Personal Service – Provide prompt & full service/support - be willing to go the extra mile.
• Partnership – Develop a strategic business partner relationship.
• Patience – Although we might not need your products/services today, we may need them tomorrow.

Contact Information

Princeton University
Purchasing Department
P.O. Box 33
Princeton, NJ 08544-0033

Phone: (609) 258-6369
Fax: (609) 258-1169
Email: purchase@princeton.edu
Web: http://www.princeton.edu/purchasing

Office Hours
Academic Year: 8:00 a.m. to 5:00 p.m.
Summer: 8:30 a.m. to 4:30 p.m.